Many therapists struggle to have simple systems in their Private Practice. In part 1 of this 2-part blog, learn immediate steps you can take to feel relieved and organized with the following 3 systems: notes, tracking due dates, and license renewal.

Simple Systems in Your Private Practice

Take a minute to count the # of streamlined systems in your Private Practice (out of 10).

What’s your number? If you answered yes to …

8-10 systems→ You may be a Perfectionist Pat who loves organizing and having systems in place to decrease overwhelm.

5-7 systems→ You may be a Systems Sam who hasn’t quite transferred your organization skills to your Private Practice.

0-4 systems → You may be a Clutter Chris who is overwhelmed by all things systems and organization.

You are Not Alone!

In a recent FB poll,* I asked therapists, “If you knew you could get IMMEDIATE RELIEF, which streamlined system(s) in your Private Practice would you want support with?”

Three-hundred (300) responses indicated the top 5 most stressful systems as:

1. Notes | 2. Due Dates | 3. License Renewal | 4. Client Onboarding | 5. Digital File Organization

#1: NOTES

Over 100 therapists (that’s ⅓ of the poll responses) indicated notes as one of the systems in which they need immediate relief.

If you do NOT have a notes system, you might feel:

Overwhelmed >> You are buried so deep in your notes backlog that it feels impossible to ever feel caught up and stay caught up.

Ashamed >> The shame and embarrassment is so intense that you’ve never told anyone how big your backlog is. You’re worried about judgment from your colleagues and feel like the only one who is so behind.

Afraid/Anxious >> You carry around intense fear of being audited, subpoenaed, or asked for files that are nonexistent or do not meet minimum requirements of a standard progress note.

When you have a notes system, you will feel:

Relief! >> Having a system to complete your notes and catch up on your backlog – plus understanding why it’s so difficult to write notes – will allow you to take a huge sigh of relief!

Empowered! >> You will not only understand your barriers to writing notes, but you will develop a current note writing system, tackle your backlog, and create a sustainable plan for the future.

How to create or simplify this system in your Private Practice:

Sign up for the FREE mini-course I co-created with April Snow, LMFT of Sensitive Therapist called Barriers to Writing Notes with Ease. Also, don’t forget to join our Facebook group!

If you’re looking for more support, skip straight ahead to Writing Notes with Ease, which includes the full course + 1 free month of our community. You will have access to coworking groups, coaching groups, and tons of support from your fellow Sensitive Therapists!

#2: Tracking Due Dates (Tasks & Payments)

If you do NOT have a system to track due dates, you might feel:

Frazzled >> Sometimes it feels like you’re a chicken with your head cut off. You’re running and running but never actually making progress. You don’t have a master list of your due dates, which results in lots of wasted time and energy.

Shocked >> You find yourself continually shocked when big payments are due or important deadlines approach.

Embarrassed>> You hate having to explain to others why you missed a payment or deadline because you were disorganized..

When you have a system to track due dates, you will feel:

Prepared! >> You know which tasks & payments are due daily, weekly, monthly, quarterly, & annually, so it’s never a surprise when you owe an annual fee, have to submit your annual LLC report, or have to pay quarterly estimated taxes.

If you need help creating a system to keep track of every task and payment that is due daily, weekly, monthly, quarterly, and annually, click HERE to schedule your 1:1 quick-fix consultation with Liz!

 #3: Preparing for License Renewal

If you do NOT have a system for license renewal, you might feel:

Scattered >> Your CEU certificates are everywhere (i.e. email inbox, desktop, or paper copies on the bottom of a pile)!

Frazzled >> Right before every renewal cycle, you go through the same process of PANIC. You’re trying to find your certificates, sign up for cheap workshops that meet the ethics requirement, and frantically checking if there are any new requirements.

Dread>> You keep putting off the important tasks needed to ensure license renewal goes smoothly. It lingers in the back of your mind, never giving you peace of mind. You know it’s a disaster waiting to happen.

When you have a system for license renewal, you will feel:

Orderly! >> You know where every certificate is because they’re all in 1 central location!

Laid Back! >> You’re actually ready early this year and not frantically submitting paperwork the day it’s due!

Proud (and dare I say, a little smug?) >> While your colleagues hustle to make sure all their paperwork is in order, you can enjoy your extra time to take a break between clients or enjoy a leisurely coffee break.

If you need help creating a system for licensure renewal (especially if you have multiple licenses and/or certifications) click HERE to schedule your 1:1 quick-fix consultation!

Not sure where to start?

Set up a clarity call with me (Liz), a Highly Sensitive Therapist + Consultant/ Coach to see how I can help you and your practice. We can schedule a 1:1 quick fix consult, a VIP Day, or a VIP Package depending on your unique strengths & needs!

Also, look out for part 2 of the blog post!

* Facebook poll results were gathered from Organize and Thrive & The Burnt Out Therapist groups on 4/25/2021. Participants could vote for up to 3 systems.

Warmly,
Liz Gray + Bailey the Mini Goldendoodle